Guide to Effective Resumes:Resources for Archivists and Records Manage - PDF document

Guide to Effective Resumes:Resources for Archivists and Records ManagersDeveloped by Members of the Society of American Archivists Records Management Roundtable: Nancy Freeman, Holly Geist, Analisa Archer, Larissa Woo, Erin O’Meara, and Glenn CookOctober 2009, Updated December 2011 ��1 &#x/MCI; 0 ;&#x/MCI; 0 ;INTRODUCTIONhopethis guideprovideuseful suggestionsfornot only fledgling archivists, but also veterans considering new employment opportunitiesTo aid our colleaguesin job huntingisguide covers eneraland professionspecific informationandemphasizpractical resources and examplesMuch of the following material relates to hiring, specifically what employers are looking for in an applicantThe main authors come from academic, government, corporate, and private settings and drew from thosevaried personal and professional experiencesto develop this resourceWe thank the other contributorsDonna McCreaCatherine Moore,and Colorado State University graduate studentswho offeradditional advice and examplesof what job seekers should and should not do to attainsuccessThisguide includes three sections: TipSheetsResourceBibliography and Sample Resumes . ��2 &#x/MCI; 0 ;&#x/MCI; 0 ;TIP #1:What You Should DoBE ConsistentFormatPunctuationCapitalizationBE PositiveSell your strengths in the words youchooseUse positive statementsShow progression of responsibility and developmentBE ClearEasy to read, clear layoutDepending on the font, use 11 or 12 point fontUse a common, default font nothing fancy or hard to readBullet points are more effective than paragraphs; five to six is probably a good numberDon’t embed url’s to company websites in your resumeSpelling always proofread, don’t just rely on spell checkSpell out acronyms the first time and then provide the acronym in parenthesisStay focused and organizedBE Active Include involvement with professional or community organizationsShow your achievements and work productBE SelectiveList past work experience IF it relates/correlates to the applicationRetail employment shows an ability to deal with many different types of peopleYou are not required to include everything you have ever doneBE Relevant List most recent, relevant work experience, emphasizing what is related to the position for which you are applyingRespond to the job announcement answer the criteria providedBE ConciseProvide a succinct list of work experiences with duties involvedBe brief in descriptions lengthy paragraphs are not helpfulBE Accessible Provide several ways to reach yourself, not just emailDo not list a personal email account with an unprofessional name (ex. weekendlush@yahoo.com)Provide ducational backgroundList all degrees and certificate programs completed beyond high school ��3 &#x/MCI; 2 ;&#x/MCI; 2 ;10. Provide good referencesBefore you list a reference, know that he/she will provide a good reference and want to do soUpdate your references if you haven’t applied for a job in a while, make sure your reference contact information is still correctWhat You Should Don’t use questionable languageEliminateslangAvoid jargon (industry specific language)terminologyproperly (ex. oversize is common usage to describe material larger than a standard box, rather than oversized)Unless it is a special case, use formal language (ex. “do not” rather than “don’t”)Don’t be genericTailor your resume to the position fowhich you are applying Don’t xaggerate or lieNever misrepresent your jobs, background or educationDon’t be lengthy or wordyStay at about two pages, particularly as a recent graduateIf you want an exhaustive resume, develop a urriculum itae(CV)Few employers outside of academia request/require a CVDon’t misspell words used in the resume Don’t use negative statements Don’t give personal or irrelevant informationRace, marital status, sexual orientation, family life, religion, age, hobbies and activities that don’t directly apply to one ofyour current/past job, volunteer positions, professional membership, etc.(ex. including membership in Women ArchivistRoundtable is relevant, making a point of being a female is not)If personal information directly relates to a job, you can always include it thecover letter(ex. if you are Catholic and applying for a position in that churchyour religion is applicableDon’t put references into the body of your resumeHave a separate list of references that you can provide upon request or transferinto an application ��4 &#x/MCI; 0 ;&#x/MCI; 0 ;TIP A Veteran Archivist onSearch Committee HiringThe following is an email written by Donna McCrea, Archivist/History Librarian at the Maureen and Mike MansfieldLibrary, Universityof MontaMissoula. Donna provides guidance to job seekers based on her experience on hiring committees.Job seeking Listmembers,I agree that where individuals are lacking certain job skills or experience, and/or where they may need or want additional references, and/or if they aren’t finding a job in the area they want to work, volunteering can be a great way to gain the experience needed to be competitive.Because the topic of job seeking has come up on this list again, I’d like to offer some advice based on recent searches with which I’ve been involved:At my institution we use a matrix all names down the left hand side of a paper, all required and preferred skills across the top. If you don’t carefully address a listed qualification I can’t put a check in that box, and it’s as ifyou don’t have that qualification at all. Keep in mind that I’m not the only one on the search committee and our HR officer is going to make sure that we’re all playing by the rules.I’m likely reading between 60120 applications for the position I’ve posted. Realistically, I’m only going to be able to spend about 5 minutes with your application. Don’t make me or the other search committee members (who might not know much about archives) struggle to figure out how your skills and abilities might fit my job needs. Whenever possible, give a relevant example of how and when you’ve done or used a required/preferred skill/ability. If I’m hiring someone to process a collection, don’t spend a bunch of time in your application materials telling me how good you are at digitization unless you can demonstrate direct relevance to my position needs.If you get a telephone interview be prepared. If possible, schedule the interview for a time you know you will be both awake and alert. Be familiar with some of the commonly asked questions and think through some potential responses. Ask a few relevant questions of the search committee it helps to demonstrate that you are interested in the job. If you get an inperson interview do your research before you arrive at the institution. For example, if you’re being hired to digitize a collection, be familiar with what type of equipment is used; if you are being hired to process a collection, know as much as you can about the collection creator. And again, demonstrate interest by asking relevant questions. ��5 &#x/MCI; 0 ;&#x/MCI; 0 ;TIP A Veteran Historical Society Manager on HiringCatherine Moore worked at a large New England genealogicalsociety before earning her MA in History at Colorado State UniversityFort Collinsin 2009.At the genealogicalsociety, she often hired employees and the following are her tips on resume writing.Catherine’s Resume TipsYour resume should tell me what your ideal job is. Do this by emphasizing the skills and experience that qualify you for that position. If you’re applying for a different position, use your cover letter to tell me how your skills/experience apply to this other position.State your accomplishments in the most active, positive terms you can use without misrepresenting your work.I (hiring manager) want to know that you will seek out opportunities to contribute something of value, not just do the basics of the job I’m hiring for. Quantify your accomplishments how many artifacts did you rehouse? How many kids attended the summer program, and was it one session or several different sessions? Give me a sense of the size of your organization, your audience, your program.Tell me the outcome of your work was a publication produced? A website give me the URL so I can take a look. Did the radio program receive positive feedback? Did your work save the organization money, make resources easier to access, introduce a new segment of the community to your organization, increase program attendance?Use detailed descriptions to explain your work I might not be familiar with the process or terminology used at your organization. So, instead of “Aided exhibit installation” you might say “Exhibit installation skills: selecting, arranging, and captioning artifacts; implementing climate and security controls; creating lighting plans and soundscapes.”Put your experience in terms that relate to what the hiring manager is looking for. I probably don’t want to hire you to write a thesis, but I’m definitely interested in someone who can “formulate a research design, conduct documentary research and field investigation, analyze data, prepare reports and present findings.” ��6 &#x/MCI; 2 ;&#x/MCI; 2 ;7) Proofread. Proofread again. Have someone else proofread for you. List your references and their contact info on a separate sheet of paper, not on your resume itself. Give your references a copy of your resume so they can see how you’ve described your work. Always let them know when you’ve applied for a position and given their name so they will be prepared for a phone call from the prospective employer. Make sure they can actually talk to your prospective employer a lot of organizations restrict what information can be shared about former employees, and who can share it.Word has templates that can take the agony out ofchoosing the right font and layout. I always use them, because page design is NOT one of my skills! ��7 &#x/MCI; 0 ;&#x/MCI; 0 ;RESOURCEPrint:Career Coward’s Job Hunting Series, KatyPiotrowski.The Career Coward’s Guide to Changing Careers, 2008The Career Coward’s Guide to Interviewing, 2007The Career Coward’s Guide to Job Searching, 2008The Career Coward’s Guide to Resumes, 2008The Complete Idiot’s Guide to the Perfect Cover Letter, Susan Ireland, 1997The Complete Idiot’s Guide to the Perfect ResumeEdition, Susan Ireland, Job Hunting for DummiesEdition, Max Messmer, 1999“Six Steps to your Successful Career Path,” Alan Andolsen, Information Management Journal, July/August 2008.What Color is Your Parachute? 2009: A Practical Manual for JobHunters and Career Changers, Richard Nelson Bolles, 2008Online:http://owl.english.purdue.edu/owl/resource/641/01/ Purdue Online Writing Lab,guide to writing a CVhttp://www.archives.gov/careers/jobs/forms/resumeguide.pdf or those interested in applying for federal government jobswww.lisjobs.com/jobseekers/resumeadvice.asp esume dvicefor library and information service professionals http://www.midwestarchives.org/assets/documents/mac_newsletter_2012_01. df “The Hiring Manager’s View,”Mark Greene, MAC Newsletter, January 2012 ��8 &#x/MCI; 0 ;&#x/MCI; 0 ;SAMPLE ESUMESThe following resumes come from the Colorado State University Spring 2009 Archival Methods graduate level class. One class session each semester is devoted to resume writing and job hunting. The first resume is a “good” example while the other two clearly need improvement. The students gave permission for use of their resume, although names and other identifying informationhave been changed to protect the innocent.Good resume exemplifies the “should”portion of the guide:Appropriate font and sizeClearly labeled and defined sections and points; concise job descriptionsDid not include all positions, just those with potential relevance for archives/RM jobsNeed Improvement xamples have deficiencies:Resume #1 Overall unattractive style ont size too large, sloppy spacing Inaccurate information Naropa is in Boulder, not Fort Collins Website addresses unneededRelevant Coursework has too much overlap with Internship and Practicum ExperienceReferences should make a statement that they will be provided upon requestResume #2Doesn’t provide contact information on resume (no phone or email)Sloppy Relevant Coursework section; could also improve spacing uniformity in Work Experience sectionBicycle jobs not relevant either eliminateentirelyor only mention customer service and people skillsPublications section doesn’t relate to archives/RM work if a position requires publishing and presentation skills, include it in the cover letter ��9 &#x/MCI; 0 ;&#x/MCI; 0 ;GOOD XAMPLENAMECITY, STATEPhone:Email: EDUCATION Colorado State University, Fort Collins, COM.A. in History, Concentration in Historic PreservationAnticipated: Aug. 2009Coursework included historic preservation, federal preservation law, archival methods, historical archaeology, and material cultureWestern New England College, Springfield, MAGraduate study in accounting, finance, business law and human resources(1991Mount Holyoke College, South Hadley, MAB.A. in History, cum laude (1985) EXPERIENCE Colorado State University, Fort Collins, COJanuary, 2008 presentCenter for the Environmental Management of Military Lands (1/08 present)Cultural ResourcesManagement Research AssociateCenter for Public History and Archaeology (6/08 present)Research AssociateFor both CEMML and CPHA, conduct historical research and field investigation, prepare documentation, presentations, and reports on various projects for the National Park Service and the Department of Defense.Colorado Springs Philh. Orchestra, Colorado Springs, COJuly, 2006 June, 2007Director of DevelopmentImplemented a comprehensive fundraising strategy, raising more than $500,000 in individual contributions and more than $200,000 in corporate, government and foundation grants. New England Historic Genealogical Society, Boston, MAJanuary, 2002 May, 2006Interim Chief Operating Officer (11/05 5/06)Assistant Executive Director (1/05 10/05) ��10 &#x/MCI; 0 ;&#x/MCI; 0 ;Director of Finance (1/02 12/04)Directed finance and human resources functions of a national membership organization with 50 FTEs and an annual operating budget of $5,000,000. Developed and implemented new budget strategies, improved compliance with employment and tax regulations, created and facilitated an employee advisory committee which led to significant improvements in internal communication. Promoted to Assistant Executive Director, assuming additional responsibilities for sales and marketing, membership services, and administration. Worked with board committee to create a new investment strategy and managed the move of $18 million endowment from one to seven investment managers. Teamed with Chief Operating Officer to develop a strategy to outsource one significant line of business and to close another, to restructureoperations throughout the organization, update the existing strategic plan and close an ancillary facility. As Interim Chief Operating Officer, helped to successfully guide the organization through its first leadership transition in 25 years.The Bostonian Society, Boston, MAOctober, 2000 January, 2002Director of AdministrationPerformed all finance and human resources functions for the historical society operating an internationally known historic landmark. Coordinated annual giving program. Participated in the development and implementation of a strategic plan. Colorado Springs Symphony, Colo. Springs, COJuly, 1998 September, 2000Director of FinanceServed as finance officer and human resources manager for a professional, unionized orchestrawith 100 employees. Played a critical role in the successful negotiation of the collective bargaining agreement.Other professional employment includes nonprofit arts management, administrative support and management consulting. PUBLICATIONS ational Parks Conservation Association,Center for State of the Parks Assessment Reports:Pea Ridge National Military Park [AR] (forthcoming May, 2009)Lake Clark National Park and Preserve [AK] (forthcoming May, 2009) SKILLS 20 years experience in nonprofit administration, including finance, grant writing and management, human resources, and strategic planningExcellent communicator and group facilitator, with strong presentation skillsComputer and internet proficientStrong documentary, archival, and internet research skills 11 MEMBERSHIPS Member, National Parks Conservation AssociationMember, The Trustees of Reservations (Massachusetts)Member, New England Historic Genealogical SocietyMember, National Council on Public HistoryMember, National Trust for Historic Preservation ��12 &#x/MCI; 0 ;&#x/MCI; 0 ;NEED MPROVEMENTXAMPLESESUME NameHome AddressCellEmailEDUCATIONMaster of Arts2008presentColorado State University, Fort Collins, COCurrently pursuing Masters in History, with focus on public history, specifically museum studies and archives/records management Bachelor of Arts20032007Colorado State University,Fort Collins, COMajored in History and AnthropologyWORK EXPERIENCEFort Collins Museum, Fort Collins, CO08/06 Presenthttp://www.fcgov.com/museum/Collections Assistant Assist in various aspects of museum work including collections and exhibitsHandle the processing of new objects into the collection, entering them into ContentDM, photographing them, and housing them Help with the construction of new exhibits including painting, constructing displays, and mounting objects Research objects and history of Fort Collins as neededWindsor Museum, Windsor, CO09/08 11/08http://www.ci.windsor.co.us/index.asp?NID=464Collections AssistantAssisted in the processing of objects affected by a tornadoCreated detailed accession records for museum objects, mainlyconsisting of books and medical equipmentEntered records into PastPerfect database ��13 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ; &#x/MCI; 2 ;&#x/MCI; 2 ; &#x/MCI; 3 ;&#x/MCI; 3 ;INTERNSHIP AND PRACTICUMEXPERIENCELocal History Archive, Fort Collins, CO08/08 05/09http://history.fcgov.com/InternProject includes work with the Archive's photography collectionReorganize photography collection using Library of Congress categorieshouse photographs in acidfree foldersTransfer records from old database system to ContentDM, checking foraccuracy and missing informationComplete smaller projects such as inventories, container lists, and re ousing glass plate negativesNaropa University Archives, Fort Collins, CO 02/09 04/09http://www.naropa.edu/archive/index.cfmPracticum StudentCompleted 25 hours work with Syllabi collectionfoldered and organized syllabi in acidfree foldersCategorized folders chronologically and alphabetically according to classCreated a finding aid for the collection through ArchonRELEVANT COURSEWORKCare and Exhibit of Museum CollectionsLearned proper methods of conservation and display of museum objects through both class work, as well as handson experience in textilecollection at CSUResearched objects for the premier exhibit at Avenir MuseumPresented “How to Properly Pack Textiles” for public workshop at Avenir MuseumCompleted an inventory and identified concerns for several textiles in the Avenir collectionArchival MethodsLearned archival theory and practices ��14 &#x/MCI; 0 ;&#x/MCI; 0 ; • Processed a collection by inventorying, assessing needs, and completing a finding aidCompleted a Practicum with Naropa UniversityMaterial CultureCompleted research assignments involving the interpretation of material culture in relation to history, historical archeology, and public historyResearched grave art on a selection of gravestones in a Fort Collins' cemeteryConducted research on the history of Italian families buriedin Denver’s Riverside Cemetery PROFESSIONAL MEMBERSHIPSMemberColorado Wyoming Association of MuseumsSociety of Rocky Mountain ArchivistsOrganization of American HistoriansREFERENCES ��15 &#x/MCI; 0 ;&#x/MCI; 0 ;RESUME NameCityState EDUCATION Master of Arts, HistoryDecemberFoothills State University, Fort Collins, COBachelor of Arts, History and AnthropologyJuneDepewUniversity, Noville, INcum laude RELEVANT COURSEWORK Master’s ThesisWhy Can’t We Just Make More Water?Research Paper“Water in the Valley”Sociology of Water ResourcesWater Resources SeminarPrinciples of Watershed ManagementHistorical Method: Archives WORK EXPERIENCE Research Assistant, Northern Colorado Water District June 2008PresentResearched W. D. Farringtonand his wide ranging interests including water, cattle, sheep, and agricultureUsed the Greeley Tribune, Board Meeting Minutes, and visited various archives to find pertinent materialProject Assistant, Western Digital LibraryJune 2008PresentChose documents from the Water Archives for inclusion in the WDL projectScanned documents and created metadataResearch Assistant, RicardottonMay 2008June 2008Examined Ival V. Goslin and the Upper Colorado River CommissionUsed Water Archives at Colorado State University, personal interviews, and Mr. Goslin’s writingsGraduate Teaching Assistant,U History DepartmentAug 2007May 2009Assisted professors with grading, creating assignments, and administrative taskMet with students individually to help with writing and study skillsPaleobotany Intern, Denver MuseumJan 2005Aug 2007Aided researchers in classification, organization, and identification of fossil leavesManaged a complex database of over ten thousand specimensCreated geologic maps using a wide variety of computer programs ��16 &#x/MCI; 0 ;&#x/MCI; 0 ; &#x/MCI; 1 ;&#x/MCI; 1 ; &#x/MCI; 2 ;&#x/MCI; 2 ;Senior Mechanic, Bicycle WorldMay 2004Aug 2004Repaired, overhauled, and built bicycles Supervised tuneup qualityResolved customer service issues Mechanic/Salesperson, Bicycle PlanetOct 2001Aug 2002Quickly learned the basics necessary to build and repair bicyclesIndependently mastered further bicycle repair through handson experienceSalesperson, Cycle CityJune 2000Aug 2001Maintained merchandise stock in organized and accessible environmentGuided customers in making educated decisions regarding their cycling needs INTERNSHIP EXPERIENCE Intern for Water Resources, State UniversityFeb May 2009Processed and updated the finding aid for a new addition to an existing collectionAssisted the archivist with miscellaneous duties including research, writing summaries, creating inventories, and moving boxes.Historical Interpreter, LakewoHistorical MuseumJune 1997Aug 2001Dressed in period costume and spoke to visitors about daily life in the 1800s in characterGained a wide base of knowledge to answer even the most unexpected questions PUBLICATIONS, PRESENTATIONS, AND POSTERS Spatial and temporal distribution patterns of fossil plants from the BasinContributor #1Contributor #2Contributor #3Contributor #4and Contributor #5Poster presented at Advances in Paleobotany ConferenceGainesville, Florida United StateMarch 12Snapshots in time: Floral change in the Basin from 6864 Million Years AgoGeological Society of America Abstracts with ProgramsContributor #1Contributor #2Contributor #3Contributor #4Contributor #5, and Contributor #6.